Operations Support Specialist Supplier Diversity

Job description:

We are seeking an Operations Support Specialist to join our team.

A.M.T.A.E. Solutions is an elite professional services and information technology firm that helps our clients manage difficult enterprise problems. We are an organization of valued driven professionals that provide high quality technical solutions to the Federal Government, State Agencies and Commercial Customers. A.M.T.A.E. is A-Means-To-An-End

The candidate shall provide on‑site administrative and operational support to the Professional Services Unit of the Engineering Department's Operations Division. The scope of work shall include, but not be limited to, the following responsibilities:

• Performing administrative data entry and tracking for approximately 500+ Engineering agreements, ensuring accuracy and timely updates
• Communicating with consultant firms via email and phone in a professional and courteous manner
• Recording and maintaining data in SharePoint and Excel spreadsheets, including linked Excel ledgers, with a strong emphasis on precision and consistency
• Verifying that all entered data complies with authorization documents and established departmental procedures
• Coordinating with Agreement Project Managers and Task Leads to ensure new task order requests adhere to Engineering Department call‑in and task order guidelines
• Following up with staff and consultant staff to obtain required documentation and ensure timely submission of all paperwork
• Preparing award letters, securing signatures from the appropriate Duly Authorized Representative, and distributing finalized documents to firms
• Organizing and electronically filing all relevant documentation, including creating new file folders and maintaining structured, accessible records in SharePoint and other designated file systems

• Running reports in the B2G system and following up on missing, outdated, or incomplete information
• Editing and updating entries within the B2G platform
• Preparing and presenting monthly and quarterly reports as needed

• Assisting with staffing and cost analysis activities
• Preparing file folders and documentation for FTA and FEMA audit compliance, including electronic filing and correlating large volumes of emails and supporting documents
• Drafting procurement memos, RFP requests, and Notices to Proceed

• Bachelor's degree in Business Administration, Engineering, Public Administration, or a related field
• Advanced proficiency with Microsoft Office applications
• Demonstrated experience performing high‑volume administrative data entry with strong accuracy and attention to detail
• Strong organizational skills with the ability to maintain and track large volumes of agreements and documentation
• Ability to work independently, prioritize tasks, and manage deadlines in a fast‑paced environment
• Proven ability to perform quality assurance/quality control on one's own work
• Excellent written and verbal communication skills, including professional phone and email etiquette
• Ability to multi‑task and remain composed under pressure while handling shifting priorities

• Experience working with the following systems, including SAP, AVM, ERP, and Open Text
• Prior experience supporting engineering, procurement, or contract administration teams
• Familiarity with B2GNow or similar compliance/reporting platforms, including running reports and updating vendor data
• Experience preparing documentation for federal compliance, including FTA and FEMA audit requirements
• Ability to prepare draft procurement memos, RFP materials, and Notices to Proceed
• Demonstrated ability to coordinate with multiple stakeholders (internal staff, consultants, project managers) to ensure timely submission of required documents
• Strong ability to shift tasks quickly, manage competing deadlines, and maintain accuracy while handling a large workload

Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. All qualified applicants are encouraged to apply, including minorities, women, veterans, and individuals with disabilities. Know Your Rights